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Information for Bids Page 3 of 16 This is an invitation to provide hardware, and software as required by the Information Technology Department to upgrade the existing City of Redwood City campus data-networking infrastructure as specified herein. A. Preparation of Bid - Bid shall be made on the Bid Form included in this Invitation for Bids. Bidder shall enter all requested information in the appropriate spaces on the Bid Form. No oral, telephone, facsimile or electronic bids will be accepted. All costs of bid preparation shall be borne by the bidder. B. Examination of Bid Documents - The Bid Documents consist of this Invitation for Bids, each and every document listed in the Table of Contents of the invitation, and any written Addenda which may have been formally issued by the City. Bidder shall thoroughly examine and be familiar with all Bid Documents. Submission of a bid shall constitute bidder's acknowledgment upon which the City may rely that bidder has thoroughly examined and is familiar with the Bid Documents. Failure or neglect of bidder to receive or examine all or part of the Bid Documents shall in no way relieve the bidder from any obligations with respect to this bid invitation or any resultant Purchase Order. No claim for additional compensation will be allowed which is based upon a lack of knowledge of any part of the Bid Documents. C. Conformance to Bid ReQuirements - Bid shall conform to the requirements of this Invitation for Bids. All requested attachments shall be submitted with the completed Bid Form and in the designated format. Failure to comply with all requirements may result in bid rejection. D. Interpretation of Bid Documents and Addenda - Should a bidder discover conflicts or ambiguity in the Bid Documents that require a decision or explanation, bidder may request an interpretation. Such a request shall be made in writing and delivered to the person identified on the cover page of this bid invitation no later than five (5) . calendar days before the deadline for receipt of bids. Every interpretation made to bidders will be in the form of an Addendum issued by the City. Addenda, if issued, will be sent as promptly as possible to all parties that have been issued Bid Documents. Only properly issued Addenda shall be binding upon City; any oral and/or other form of interpretation or clarification will have no legal or contractual effect. Bidders shall acknowledge the receipt of Addenda on the Bid Form. E. Submission of Bid - Bidder shall submit original (clearly marked 'Original') and two (2) copies (clearly marked 'Copy') of the completed Bid Form, together with any required attachments or explanatory materials, prior to the time and date set for receiving bids as stated on the cover page of this bid invitation or any modifying Addenda. Bid shall be delivered in a sealed envelope clearly marked with the applicable bid number addressed to: City of Redwood City City Clerk's Office 1017 Middlefield Rd. Redwood City, CA 94063-1993 F. Modification or Withdrawal of Bids 1. Before Date and Time for Receipt of Bids - Bids that contain mistakes discovered by a bidder before the date and time for receipt of bids may be modified or withdrawn by written notice to City Clerk's Office. Any modification shall be clearly identified as such and shall be made in writing, executed and submitted in the same form and manner as the original bid. 2. After Date and Time for Receipt of Bids - A bidder may not modify its bid after the date and time set for receipt of bids. A bidder alleging a mistake in a bid may be permitted to withdraw its bid if bidder alleges that a mistake was made in its bid that made the price materially different than intended, provided that bidder gives written notice of the mistake and the manner in which it occurred to City Clerk's Office within five (5) calendar days following the deadline for receipt of bids and City's buyer deems it to be in the best interest of the City. (j) --.. --